houston forensic science center, inc. · sandra guerra thompson, anna vasquez, philip hilder,...

Houston Forensic Science Center, Inc.

Board of Directors Meeting

August 9, 2019

Position 1 - Dr. Stacey Mitchell, Board Chair

Position 2 - Anna Vasquez

Position 3 - Philip Hilder

Position 4 - Francisco Medina

Position 5 - Janet Blancett

Position 6 - Dr. Robert McPherson

Position 7 - Vacant

Position 8 - Mary Lentschke

Position 9 - Sandra Guerra Thompson, Vice Chair

Ex-Officio - Tracy Calabrese

Table of Contents• Agenda………………………………………………………………… Page 3

• July 12, 2019 Draft Minutes………………………………… Page 6

• President’s Report………………………………………………… Page 10

• Helium Resource Issue……………………………..……....... Page 19

• House Bill 1325 Update…………………………………………. 2

• Operations Report………………………………………………….. Page 24

• FY19 Year-End Budget Review.……………………………….. Page 33

• Crime Scene & Digital Multimedia Units Update……… Page 43

• Lean Six Sigma Projects Update……………………………….. Page 81

• Facility Project Update…………………………………………….. Page 86

• Quality Report…………………………………………………………. Page 88

HOUSTON FORENSIC SCIENCE CENTER, INC.

NOTICE OF PUBLIC MEETING August 9, 2019

Notice is hereby given that beginning at 9:00 a.m. on the date set out above, the Board of Directors (the "Board") of the Houston Forensic Science Center, Inc. (the "Corporation") will meet in the Council Annex Chambers, 900 Bagby St. (Public Level), Houston, Texas 77002. The items listed below may be taken out of order at the discretion of the Chair and any items listed for closed session may be discussed and/or approved in open session and vice versa as permitted by law.

AGENDA 1. Call to order.

2. Roll call; confirmation of presence of quorum.

3. Reading of draft minutes of July 12, 2019 Board meeting. Consideration ofproposed corrections, if any. Approval of minutes.

4. Public comment.

5. Report from Dr. Stacey Mitchell, board chair, including a monthly update ofactivities and other announcements.

Reports and presentations by corporate officers, and possible related action items

6. Report from Dr. Stout including technical updates, outreach efforts, staffingchanges and other corporate business items.

a. Discussion about diminishing supply of global helium resources and theimpact on the laboratory, specifically blood alcohol analysis.

b. Update on HB 1325 and how HFSC and other Texas forensic laboratoriesare considering handling marihuana testing going forward.

7. Monthly operations report from Dr. Amy Castillo, vice president and COO,including a review of turnaround times and backlogs.

8. Presentation by Mr. David Leach, treasurer and CFO, regarding the proposedFY19 budget and possible related action.

9. Report from Mr. Leach regarding company financials and other fiscal updates.

Reports and presentations by staff

10. Report from Mr. Jerry Pena, director of CSU and digital multimedia evidence, onevidence collection, turnaround times and other updates.

11. Report from Aimee Grimaldi, project engineer, on two new lean six sigmaprojects designed to improve HFSC quality processes and metrics.

12. Report from Mr. Charles Evans, director of business development, regarding thestatus of the Corporation’s facility project and move to 500 Jefferson.

13. Report from Ms. Erika Ziemak, assistant quality director, regarding qualityassurance, including review of testimony monitoring, proficiency tests andcorrective actions.

14. Adjournment.

–NOTICE REGARDING SPECIAL NEEDS –Persons requiring accommodations for special needs may contact the HFSC at 713-929-6760 to arrange for assistance.

–NOTICE REGARDING PUBLIC COMMENT –Members of the public may address the Board during the "Public Comment" segment of the meeting. Each speaker should limit his or her comments to three minutes. The Chairman may limit both the number of speakers and the time allotted for each speaker. A speaker who plans to submit a document for the Board's consideration should provide at least ten copies of the document, each marked with the speaker's name.

– NOTICE REGARDING CLOSED MEETINGS –

As authorized by Texas Government Code Chapter 551.001 (the "Open Meetings Act",) if during the course of the meeting covered by this Notice, the Board should determine that a closed or executive session of the Board should be held or is required in relation to any items included in this Notice, then such closed or executive session as authorized by Section 551.001 et seq. of the Texas Government Code (the Open Meetings Act) will be held by the Board at the date, hour and place given in this Notice or as soon after the commencement of the noticed open meeting, for any and all purposes permitted by Section 551.071-551.089, inclusive, of the Open Meetings Act.

The presiding officer shall announce that the Board will convene in a closed meeting; that is, in "a meeting to which the public does not have access," sometimes known as an "executive session." The presiding officer's announcement will identify the provision(s) of the Open Meetings Act permitted by Section 551.071-551.089 under which the closed meeting will be held. Should any final action or vote be required in the opinion of the Board with regard to any matter considered in such closed or executive session, then such final action or vote shall be taken only in a meeting open to the public, including reconvening the open meeting covered by this Notice.

Certification of Posting of Notice of the Board of Directors (“the Board”) of the Houston Forensic Science Center, Inc. (the “Corporation”)

I, Jordan Benton, coordinator of board relations and executive administration, do hereby certify that a notice of this meeting was posted on Tuesday, the 6th day of August, 2019 in a place convenient to the public in the Council Annex Chambers, 900 Bagby Street. (Public Level), Houston, Texas 77002, and on the HFSC website as required by Section 551.002 et seq., Texas Government Code.

Given under my hand this the 6th day of August 2019.

Jordan Benton

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Houston Forensic Science Center, Inc.

MEETING OF BOARD OF DIRECTORS MINUTES

July 12, 2019

The undersigned, being the duly appointed secretary of the Houston Forensic Science Center, Inc., (HFSC and/or the “Corporation”) hereby certifies the following are true and correct minutes of the July 12, 2019 meeting of the Board of Directors (the “board”) of the Corporation.

A. In a manner permitted by the Corporation’s Bylaws, the meeting was called by providing alldirectors with notice of the date, time, place and purposes of the meeting more than three daysbefore the date of the meeting.

B. In accordance with Chapter 551, Texas Government Code, made applicable to the Corporationby Section 431.004, Texas Transportation Code, a notice of the meeting was duly posted onJuly 9, 2019, in the same manner and location as required by law of the City of Houston, Texas(the “City”.)

C. The meeting was called to order by Dr. Stacey Mitchell, board chairwoman, at approximately9:02 a.m. on Friday July 12, 2019 in the Council Annex Chambers, 900 Bagby St. (PublicLevel), Houston, Texas 77002.

D. Ms. Jordan Benton called the roll. The following directors were present: Dr. Stacey Mitchell,Sandra Guerra Thompson, Anna Vasquez, Philip Hilder, Francisco Medina, Janet Blancett,Mary Lentschke and Ms. Tracy Calabrese

Ms. Thompson arrived at about 9:03 a.m.

Dr. Robert “Bob” H. McPherson was absent.

Chairwoman Mitchell declared a quorum was present

E. Chairwoman Mitchell asked if any changes were needed for the June 14, 2019 board meetingminutes. Mr. Medina made a motion to approve the minutes. Ms. Blancett seconded themotion. The motion passed unanimously.

F. Chairwoman Mitchell asked if members of the public wished to address the board. No oneaddressed the board.

G. Chairwoman Mitchell presented a chair’s report. Dr. Mitchell welcomed new member, Ms.Anna Vasquez, to the board. The Chairwoman said she met with the Houston Chronicleeditorial board to discuss HFSC’s resource needs, specifically in the crime scene unit,toxicology and, latent print sections, as well as additional issues created by new legislation thatchanges the definition of marijuana.

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H. Dr. Peter Stout, president and CEO, presented the president’s report. Dr. Stout reviewedHFSC’s overall turnaround time and requests for June 2019. Dr. Stout reminded the board thatturnaround times will increase as backlogged cases are eliminated and HFSC prepares to moveto 500 Jefferson. Dr. Stout said the toxicology section is continuing to struggle with thecontinual increase in requests. Dr. Stout said HFSC had already asked the board for approvalfor a new instrument in toxicology that will be brought online in the new facility and would askthe board for its approval today for a second instrument. The section also needs additional staffto keep up with the sharp increase in requests. He gave a staffing update and spoke aboutadvanced certifications earned by staff. Dr. Stout reviewed recent outreach events, includingthe sexual assault task force meeting hosted by HFSC, along with a meeting he attended withSenator Charles Perry’s staff and a second meeting with Governor Greg Abbott’s office todiscuss the implications of newly passed legislation that legalized hemp in Texas and changedthe definition of marijuana.

I. Dr. Stout reviewed HFSC’s 2019 company goals, which include the following: maintain anaverage turnaround time of 45 days; a backlog that consists of no more than 12 percent ofreceived requests; no repeated quality findings in internal or external audits; a staff retentionrate of 88 percent; quarterly one-on-one meetings and semi-annual staff reviews for 75 percentof staff; meet training deadlines; and complete all moves into 500 Jefferson within budget bythe end of the year. Mr. Medina made a motion to approve the company goals. Vice ChairThompson seconded the motion. The motion passed unanimously.

J. Dr. Stout updated the board about House Bill 1325, which legalized the production and sale ofhemp in Texas and changed the definition of marijuana. He shared that the Harris CountyDistrict Attorney’s Office is not accepting misdemeanor marijuana charges without forensictest results. HFSC currently cannot test for the concentration of tetrahydrocannabinol, or THC,to differentiate hemp from marijuana as required under the new law. Dr. Stout said discussionsare ongoing to determine the implications of the new legislation, especially for crime labs inTexas. He said in the long-term, HFSC’s seized drugs section will need additional staff andfunding to purchase additional equipment to handle the new testing method.

K. Dr. Stout updated the board about a recall by BD, a national manufacturer of vials used tocollect blood alcohol samples. BD recalled about 240,000 tubes after it said that about. 101 ofthe vials did not have a preservative added to them that prevents clotting and stabilizes alcoholconcentration in blood. It is unclear where the 101 impacted vials landed, and as a result itplaces in question any blood collected in tubes from that lot. Dr. Stout said stakeholders werenotified of the recall and efforts to address the issue are ongoing.

L. Dr. Stout requested authority to enter into a lease agreement with Agilent Technologies for asecond LC-QQQ instrument for the toxicology section for a total contract amount of$359,969.60. Vice Chair Thompson made a motion to approve Dr. Stout’s request. DirectorLentschke seconded the motion. The motion passed unanimously.

M. Mr. David Leach, CFO and treasurer, gave a financial update. Mr. Leach shared that Junemarked the year-end financials and that, as expected, the company would run out of money bythe end of the month. He thanked the City of Houston for working with HFSC to expedite thetransfer of the new budget dollars, however, Mr. Leach told the board the money had not yetbeen received and HFSC would run out of operational money by the middle of the following

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week if the transfer did not occur. Mr. Leach said he was working with the city to ensure this issue would not occur again next year. Mr. Leach said the Board will receive a detailed report on the year-end financials at the next board meeting.

N. Dr. Amy Castillo, vice president and chief operations officer, presented an operations report. Dr. Castillo reviewed each discipline’s progress and where they stood in comparison to the company goals. She explained the June data for each section using HFSC’s management dashboard system, including open quality reports, backlog data and turnaround times. Dr. Castillo said the latent print section filled four positions with “apprentices” that will undergo an intensive training off-site. If all the trainees successfully complete the program and additional HFSC training, they will be signed off for casework by the end of 2020 and the latent print comparison section will be fully staffed. Dr. Castillo walked the board through the detailed move schedule for the seized drugs, toxicology, forensic biology/DNA, latent print and firearms sections. Each section will experience reduced and no capacity for casework for a limited time during the move. The sections will experience no capacity for the following time frames: two weeks for seized drugs, six to eight weeks for blood alcohol testing in toxicology, 10 weeks for drug testing in toxicology, one week in firearms, six to eight weeks in forensic biology/DNA and six to eight weeks in latent print processing. Dr. Castillo shared that HFSC will continue to work with stakeholders to communicate each section’s status and to prioritize cases as needed.

O. Mr. Jerry Pena, director of the crime scene (CSU) and digital multimedia units, said cross-training is ongoing in the multimedia section, where staff are learning to handle both digital and audio/video casework to accommodate increased requests. Mr. Pena said one of the critical items facing the multimedia section is a need for up-to-date software to crack cellular devices. HFSC currently uses Graykey, a $15,000-a year software to extract information from iPhones. The purchase of another software, Cellebrite UFED Premium, will provide the unit the ability to unlock both iPhones and Android devices. The new software, which will cost up to $150,000 annually, is cost-effective since HFSC failed to unlock 65 iPhones and 48 Androids in the past six months, Mr. Pena told the board. It would cost $226,000 to send them out to be unlocked, a far higher price tag than that of the annual subscription. Mr. Pena said CSU is working to replace their vehicle fleet, which will now include pick-up trucks. CSU will continue to update standard operation procedures to ensure consistent interpretation by CSIs.

P. Mr. Charles Evans, director of business development, updated the board about the lab’s ongoing move to 500 Jefferson. Mr. Evans said HFSC is about 18 weeks away from being fully moved into 500 Jefferson. Mr. Evans said construction was ongoing in the basement and the 18th floor lab areas. Mr. Evans reviewed the steps the lab sections will take come October and November to ensure a successful, cost-effective move. Mr. Evans reviewed pending agreements and the ongoing move logistics.

Q. Ms. Erika Ziemak, assistant quality division director, updated the board on the June blind quality controls (BQC,) audits, disclosures, corrective actions, proficiency tests, transcript reviews and testimony data. Ms. Ziemak said the first round of internal audits ended June 21. The audit team found no nonconformances in the multimedia section, three in latent prints and four in CSU. The second round of internal audits will begin July 15. Ms. Ziemak said the quality division is investigating two proficiency tests in the seized drugs section after two analysts reported no findings of a controlled substance. The vendor that created the proficiency

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tests said a controlled substance should have been found. The quality division is investigating why the analysts failed to identify the substance and will determine if the tests are satisfactory or not. Ms. Ziemak said she will update the board with the outcome of the investigation.

R. The board went into executive session under Texas Government Code Section 551.074, personnel matters, at approximately 10:55 a.m. to discuss Dr. Stout’s annual performance evaluation. The recording of the meeting stopped and present with the board was HFSC’s General Counsel, Ms. Akilah Mance, and Dr. Stout.

S. The board reconvened into open session at approximately 11:31 a.m. The Chairwoman announced the board was pleased with Dr. Stout’s annual performance and recommended a three percent raise. Vice Chair Thompson made a motion to approve. Director Lentschke seconded the motion. The motion passed unanimously.

T. Chairwoman Mitchell requested the board move to approve the president and CEO’s annual evaluation and HFSC’s corporate performance goals to July of each year beginning in 2020. Vice Chair Thompson made a motion to approve. Director Lentschke seconded the motion. The motion passed unanimously.

U. Chairwoman Mitchell asked for a motion to adjourn the meeting. Ms. Blancett made a motion to adjourn. Vice Chair Thompson seconded the motion. The meeting ADJOURNED at approximately 11:56 a.m.

By: _________________________________________

Jordan Benton Secretary

President's ReportAugust 9, 2019

1

Staffing – August 9, 2019• 196 staff

• 7 City of Houston civilians

• 189 HFSC employees

• 11 open positions, 7 offers accepted• 1 crime scene investigator

• 1 CS/CM evidence specialist

• 3 forensic analysts – toxicology• 2 latent print examiner trainees

• 4 active vacancies• 1 assistant CODIS administrator (future opening)

• 1 crime scene investigator

• 1 research associate• 1 supervisor‐FBIO (future opening, posted internally only)

3

Certifications

• Hannah Cooley – Certified Property and Evidence Specialist• International Association for Property and Evidence, Inc. (IAPE)

• Kelsey Hartzheim – Certified Property and Evidence Specialist• International Association for Property and Evidence, Inc. (IAPE)

4

Outreach

• Visit with policy and grant staff from the Charles Koch Foundation and the Charles Koch Institute

• Community outreach members did their first event at the Houston Children’s Museum

• DNA assistant technical lead, Cyndi Cale, presented at the Public Defender Service’s 15th Annual Forensic Conference on research she did about the transfer of DNA

• Tour with deputy general counsel of the House Committee on Science and Technology

• Tour with drug coalition group from Southeast Texas, including Galena Park ISD

• Participated in half‐day conference on opioid overdose reporting, along with Harris County Institute of Forensic Sciences

• Tour with Mike Ware of the Innocence Project of Texas

5

The Big MoveAugust 9, 2019

6

July 16, 2019

7

July 22 to July 25, 2019

8

August 5, 2019

9

Helium

What is helium (other than what makes party balloons float):

• Second most abundant element in the universe, but not on Earth

• Majority produced when uranium and thorium decay

• Natural gas drilling releases helium, but capture and storage is difficult and expensive

• 75 percent of world’s helium supply comes from Qatar, Wyoming and Amarillo, Texas

• Shortage began about 10 years ago when Saudi Arabia and United Arab Emirates imposed an embargo on Qatar

• Heavily used for MRI machines and other medical devices

• US strategic supply almost gone

Why this matters to HFSC• HFSC relies heavily on helium for blood alcohol and seized drugs analyses

• Purchased 37 helium canisters for toxicology and seized drugs since January

• There is no good alternative for the instruments• Past use of hydrogen in alcohol testing instruments caused significant issues with the sensitive equipment

• HFSC has received contaminated helium canisters

• HFSC has changed suppliers three times and the price has increased nearly 10 percent/canister in the past year (now about $115/canister)

Hemp vs. MarijuanaAugust 9, 2019

13

Hemp vs. Marijuana• Six month timeline for crime labs in Texas to do analysis that differentiates between hemp and marijuana as defined under new law

• Sam Houston State University: validating instrument (GC‐MS) method that will provide an answer on whether an item is above or below 1 percent THC: 4 months

• HFSC validating new color test chemistry that provides information on whether a substance has more THC than CBD or vice versa

• HFSC will also determine whether this color test could be used in the field so law enforcement can establish probable cause for arrests and charges

• After SHSU completes its work, Texas labs will each run internal validations before using the method on actual cases: 2 months

14

Operations ReportAugust 9, 2019

15

16

July 2019 Company Overview

Data Captured on 7/31/2019

Highlights

• Blood alcohol testing: Backlog elimination plan

• Firearms update, National Integrated Ballistic Information Network (NIBIN)

17

Blood Alcohol Testing

• Average turnaround time for blood alcohol testing in July: 77 days

• Backlogged blood alcohol requests at the end of July: 660 • Current capacity: ~240 requests/month

• Receiving: ~450 requests a month

• Increase in turnaround time and backlog• Increase in requests with no additional staff• Down a supervisor since April 2019• Training on drug confirmation analysis• Facility move

18

Blood alcohol backlog elimination plan

• Mid‐August to October: pause drug confirmation training

• Section’s focus will be on blood alcohol requests• August: anticipate ~ 1,500 pending requests• End of October: anticipate to have ~ 350 pending requests• After move shutdown: anticipate ~ 1,000 pending requests

• March 2020: 3 analysts dedicated to alcohol testing ready for work• Increases capacity to 700 requests/month

• Backlog to be cleared by July 2020, section maintains 30‐day turnaround time

19

Firearms

• Backlog of guns that needed to be uploaded into NIBIN cleared on July 24

• Section maintaining a 7‐day turnaround time on incoming guns

• On August 15, a longstanding 5‐day hold on firearms will be lifted • The hold allowed investigators to request DNA and latent print processing prior to firearms handling the evidence

• Multidisciplinary request project worked with HPD to stop unloading magazines to better preserve potential latent print and DNA evidence

• As of July 2019: 75 percent of magazines were NOT unloaded • Eliminating the 5‐day hold allows for faster NIBIN entry so HPD gets investigative information more quickly

20

FY19 Final Budget AllocationHOUSTON FORENSIC SCIENCE CENTER, INC.COMPARATIVE STATEMENT OF ACTIVITIES - ACCRUAL BASIS

FY19 Original Budget Reallocations V4

FY19 Current Approved

Budget

FY19 Proposed

Budget

Grants Non Grants

Revenues:

411000 City of Houston-Appropriations $ 24,160,344 $ 24,160,344

415000 City of Houston Direct OH-Appro 1,460,000 1,460,000

420000 Donations 8,300 8,300

426000 Training Services 5,000 5,000

440000 Grants 890,000 890,000

450000 Forensic Services 8,700 8,700

490002 Interest Income 3,800 3,800

Total Income 26,536,144 - - 26,536,144

Expenses:

Personnel:

500010 Salary Base - Civilian 14,365,463 25,529 500,000 14,890,993

501070 Pension - Civilian 798,156 1,581 40,000 839,737

502010 FICA - Civilian 1,044,333 1,890 1,046,224

503010 Health Insurance - Active Civil 1,337,863 - 1,337,863

503015 Basic Life Ins - Active Civil 120,666 - 120,666

503090 Workers Comp - Civilian Adm 78,010 78,010

504031 Unemployment Taxes - Admin 44,176 - 44,176

17,788,667 29,001 540,000 18,357,668

Adjustments to FY19 Budget V4


Budget

FY19 Proposed

Budget

Grants Non Grants

Supplies:

511010 Chemical Gases & Special Fluids 20,094 5,000 25,094

511045 Computer Supplies 38,954 38,954

511050 Paper & Printing Supplies 25,041 25,041

511055 Publications & Printed Material 14,070 14,070

511060 Postage 1,341 1,341

511070 Miscellaneous Office Supplies 110,648 110,648

511080 General Laboratory Supply 838,590 838,590

511090 Medical & Surgical Supplies 750 750

511095 Small Technical & Scientific Eq 7,666 7,666

511110 Fuel 227 227

511120 Clothing 34,172 34,172

511125 Food/Event Supplies 30,337 30,337

511130 Weapons Munitions & Supplies 9,253 9,253

511145 Small Tools & Minor Equipment 18,365 18,365

511150 Miscellaneous Parts & Supplies 15,167 15,167

1,164,742 - 5,000 1,169,742


FY19 Final Budget AllocationFY19 Current

Approved Budget

FY19 Proposed

Budget

Grants Non Grants

Services:

520100 Temporary Personnel Services - 2,000 2,000

520105 Accounting & Auditing Svcs 45,505 45,505

520106 Architectural Svcs 50,000 (50,000) -

520107 Computer Info/Contracting Svcs 19,907 19,907

520109 Medical Dental & Laboratory Ser 964,845 131,265 (52,000) 1,044,110

520110 Management Consulting Services 150,000 65,000 5,000 220,000

520112 Banking Services 5,970 5,970

520113 Photographic Services 643 643

520114 Misc Support Serv Recruit Relo 118,268 118,268

520115 Real Estate Rental 1,110,905 1,110,905

520118 Refuse Disposal 36,712 36,712

520119 Computer Equip/Software Maint. 1,009,555 (983) 1,008,572

520121 IT Application Services 101,512 101,512

520123 Vehicle & Motor Equip. Services 2,977 2,977

520124 Other Equipment Services 269,553 269,553

520143 Credit/Bank Card Svcs 224 224

520520 Printing & Reproduction Serv. 12,158 12,158

520605 Public Information Svcs 18,367 (5,000) 13,367

520705 Insurance (Non-Medical) 119,581 10,000 129,581

520765 Membership & Prof. Fees 30,197 30,197

520805 Education & Training 228,080 5,999 234,079



Budget

FY19 Proposed

Budget

Grants Non Grants

520815 Tuition Reimbursement 46,422 (20,000) 26,422

520905 Travel - Training Related 195,403 4,095 (35,000) 164,498

520910 Travel - Non-training Related 35,051 (1,233) 35,000 68,818

521405 Building Maintenance Services 25,437 25,437

521505 Utilities 3,979 1,000 4,979

521605 Data Services 203,072 5,000 208,072

521610 Voice Services, Equip & Labor 69,457 69,457

521705 Vehicle/Equipment Rental/Lease 463 463

521725 Other Rental Fees 37,157 10,000 47,157

521730 Parking Space Rental 220,544 220,544

521905 Legal Services 50,000 50,000

522205 Metro Commuter Passes 67,374 67,374

522305 Freight 17,400 - 17,400

522430 Misc. Other Services & Chrgs 94,832 (25,000) 69,832

532000 Sub-Contractor (COH) 1,877,353 (426,000) 1,451,353

Total Services 7,238,904 204,143 (545,000) 6,898,046

Total HFSC Services 5,361,551 204,143 (119,000) 5,446,693

Non-Capital Expenditures

551010 Furniture and Fixtures 101,930 - 101,930

551015 Computer Equipment 150,085 150,085

551025 Scientific/Medical Equipment 15,735 15,735

Total Non-Capital Expenditures 267,750 - - 267,750


FY19 Final Budget AllocationFY19 Current

Approved Budget

FY19 Proposed

Budget

Grants Non Grants

Services:

520815 Tuition Reimbursement 46,422 (20,000) 26,422

520905 Travel - Training Related 195,403 4,095 (30,000) 169,498

Capital Expenditures

170230 Computer Hardware/SW - -

170240 Scientific/Foren Eqmt 450,000 450,000

170980 Const in Progress - -

Total Capital Expenditures 450,000 450,000

Total Expense Before Depreciation 26,910,063 233,143 - 27,143,207

561230 Depreciation 477,202 477,202

669000 Reconciliation Discrepancies - -

Total Expense After Depreciation 27,387,265 233,143 - 27,620,408

- -

Net Ordinary Income (851,121) (233,143) - (1,084,264)

- -

Other Expense: - -

610000 City of Houston Direct Overhead 1,460,000 1,460,000

Grant and Training Expense 238,094 (233,143) 4,951 - -

(2,549,215) - - (2,549,215)


HFSC’s FY19 Year End ReviewWhat it cost to get to the RIGHT ANSWER at the

RIGHT TIME

Where does HFSC Spend it’s money?

5

How does this compare to FY18?

‐

5,000

10,000

15,000

20,000

25,000

30,000

CoH Revenue Other Revenue HFSC Personnel CoH Personnel Total Personnel Supplies Services Non Capital Capital (w/o building)

2019 vs. 2018

2019 2018

HFSC – Civilian ‐ Classified

7

Department Percentage of Total Cost

Total Personnel Cost (75%) by Department

Supplies (3%) – Spending by Category

Services – General Lab.

Services (20%) – Spending by Category

Other

Grant Spending by Category

Personnel 361

Services 459

Non Capital 67

Fixed Assets HFSC

Vehicles 85

Computers 51

Lab Equipment 25

Justice Trax LIMS 297

500 Jefferson 180

FA writeoffs (308)

331

Crime Scene and Multimedia

August 9, 2019

21

Multimedia Lab• Requests for work in this section increasing

• January 2018 to Aug. 1, 2018: 364 requests• January 2019 to Aug. 1, 2019: 438 requests• 20.3 percent increase

• Issue is not only increased caseload, but the time it takes to complete the work

• For computers, one request with one item takes about 24 hours to process. Generating data can take anywhere from a half day to 3 days

• Mobile devices can be more complicated:• If the password is known, the process of accessing the phone takes up to two hours• If a password is unknown, it can take anywhere from one to seven days to bypass the password

using GrayKey software.• Once the device is accessed, a full data dump and analysis takes up to 8 additional hours

and another 3 hours to generate the software report• Review averages 1 to 3 days

22

Crime Scene Unit• Deep dive into CSU indicates a potential need to expand leadership• Considering lead positions, similar to what exists in some other sections

• Responsibilities would include conducting reviews, answering calls for service and making field assignments to name a few

• Moving forward with renovations to the vehicle examination building (VEB)• Request for proposal (RFP) finalized and to be published in coming days

• Grant funded

23

Detail data (all HFSC Dashboard data collected on 6/30/19)

24

Key for Dashboard Section Pages

Report type

Pending work

Center of ring=average age of backlogRing=breakdown of age for backlogged requests

TAT= Turnaround Time MTD= Month to date Critical age=30 days Critical pending=requests open over 30 days

Average time to close qualityreports

Pending quality reports

CS/CM – July

28

Evidence HandlingTotal Time by Section (Hours) Total Items by Section

See Time Categories by Section slide for breakdown

106.32

66.73

54.63

19.32

8.10

6.20 5.783.72 3.25

Other

Morgue Run

Seized Drugs

Firearms

Biology

Toxicology

Digital & Multimedia

Latent Print Processing

Latent Print Comparison

2080

1784

936

857

351

345

343 819

CS/CM – JulyAdministrative

Subpoenas & Record RequestsRequests by Type

0

50

100

150

200

250

300

350

400

Subpoenas Records Requests

May June July

ALR, 163

Request for records, 123

Discovery, 27

Chapter 64, 17

Subpoena for Records, 16

3914Request, 8 Errors, 3 Supplemental Discovery, 3

Other, 2

Time Categories ‐ July Evidence Handling

0

5

10

15

20

25

Toxicology

Seized Drugs

Other

Morgue Run

Latent Print Processing

Latent Print Comparison

Firearms

Digital & Multimedia

Biology

Seized Drugs

32 Orange bar indicates TAT target limit of 14 days.

Current Toxicology Reports in Justice Trax LIMS

Backlogged Toxicology Requests in Porter Lee LIMS (to be cleared out by August 2019)

Toxicology: Alcohol

36

In June of 2018 the toxicology section went live with drug analysis in house, due to instrumentation challenges and limitations, the expected TAT is 90 days until LC‐QQQ can be brought on line. Toxicology: Other Drugs

37

Current NIBIN Casework

Firearms

40

Requests Received after 2/1/2019 (to allow for targets on incoming requests vs historical backlog)

Requests Received prior to 2/1/2019 (to allow for targets on incoming requests vs historical backlog)

Latents

44Latents Live in Justice Trax on 12/18/17, metrics from Porter Lee but estimated due to time in Jtrax in December

Forensic Biology ‐‐ Total

48

Note: In July of 2018 the number received will be impacted by the number of cases outsourced, once a case is outsourced it moves from received by Bio to Outsourced

In House Case Work

Forensic Biology‐Outsourcing

• Original project timeline: August 2018 to September 2019

• 419 outsourced cases pending CODIS review (93 in process)

• 510 outsourced cases pending @ Bode

• Next focus: STRmix training and outsource reviews

49

Total Cases Shipped Cases Returned Cases Reviewed

1539 1030 157

SAKs shipped: 986

SAKs completed: 624

Non‐SAKs shipped: 553

Non‐SAKs completed: 406

Critical issues

• The in‐house review of all outsourced casework• Bode delayed turnaround time for SAKs• Current turnaround time ~120 days• Outsource extension needed due to STRmix

implementation and training

DME ‐‐ Digital

54

DME ‐‐ A/V

55

TraceStarting December 2017: A/V and A/V call out metrics reported together

CSU

57

Call outs

63Critical issues

0

• CSU callouts: 63• Cars processed at VEB: 43• Items of evidence collected: 1,823• Hours spent at scenes: 526hrs = 8hrs/day

• Trainee authorized for supervised casework• Two CSIs participated in internal audit• FARO Training – ALL CSIs are now trained and authorized

Lean Six Sigma Development Group

August 9, 2019

2

Quality projects launched• Strategic planning

session• Focus on quality• Balance quality and

production goals

3

Review project• Process improvement

project• Goal is effective and

efficient review process• Visibility on the review

process

4

Quality score project

• Design project• Comprehensive way

to measure quality• Identify areas for

improvement

5

Next steps

• Interview sessions held with staff

• Create solutions• Projects expected to be

completed in February 2020

8/9/19

500 Jefferson Office/Lab Project, 8/9/19 HFSC Board Update

Continued focus on critical path, current key items

• Entering last 7 weeks of construction: Always most critical, “tense” time, lot of moving parts, heavy

focus on meeting gantt chart deliverables/sequencing Landlord hands over 18th floor lab, basement 10/1/19 HFSC move-in by mid-November

• Four main focus items at present: HFSC intent on no scope/quality compromises

• Generator, 2 air handler roof installation: Lift scheduled for Saturday 8/17/19, likely early morning Crane lift to roof, permit being processed Weather (wind, rain) risk Contingency, lift Saturday 8/24/19

• HVAC, venting work scope: Critical/heavy scope, impacts multiple areas, requires essentially

complete before ceiling grid, raceways, flooring, lighting Has been behind schedule, catching-up, extra shifts Contractor added to weekly Landlord/HFSC meetings

• Ceiling grid/ceiling tile/floor: Critical for furniture install (have delayed furniture install one

week, now commences 9/9/19, can accommodate in schedule) Floor will be floated, better long-term durability (time to cure)

• Instrument move contract: Bringing agreement to completion, lot of questions/discussions

on process/risk evaluation/terms, time well spent

8/9/19

Key Deliverables

• August 2019: Finalize agreements/POs: Full Spectrum, chemicals/ammunition

move, hydrogen generator purchase Lab furniture electrical/IT ceiling panels delivered 8/6/19 Existing fume hoods/glue chamber move 8/12-22/19 Landlord generator/air handlers lift to roof 8/17/19

• September 2019: Lab furniture delivery/installation 9/9-25/19, IT/security install Lab commissioning, testing and balancing

• October/November 2019/ongoing: 3 instrument moves (10/14-16, 11/4-6, 11/5-6) 2 staff moves (10/8-15, 11/5-12) HFSC piping install, chemicals/equipment/glassware/evidence/

firearms/ammo/supply room moves, shooting tank/NIBIN install, lab clean(s)

Instrument performance checks, progress/monitor return to case work operations (varies by section), ongoing

Deliver/install two new toxicology LCQQQ (8-month validation) Hand-back remaining Travis space: target 2nd half November

Project Oversight/Budget Status

• Monitor critical contractor gantt charts, HFSC work plans, deadlines • Weekly HFSC/Landlord project meetings • HFSC Steering Committee bi-weekly alignment meetings • Project budget $1 million: moves, IT/security, shooting tank, project

management, change orders, other • To date: committed/estimates $675,000, invoiced $242,000, on target • Excludes lab furniture, committed $335,000, invoiced $67,000 (funded

via grant/landlord)

Quality Division ReportAugust 9, 2019

BQCs Submitted in July

16 16

1 12

9

1

4

2

1615

1 12

9

1

4

2

0

2

4

6

8

10

12

14

16

18

Toxicology Seized Drugs Firearms BQC Firearms BlindVerification

Latent PrintProcessing

Latent PrintComparison

Latent Print BlindVerification

Biology Multimedia

July Monthly Goal

Blind Quality: Accomplishments and Challenges• The Bureau of Alcohol, Tobacco,

Firearms and Explosives (ATF) granted HFSC permission to submit blinds through the National Integrated Ballistic Information Network (NIBIN)

• Biology blind discovered during technical review

• Universal latent workstation “quality score” has been run on all completed latent print comparison blinds

• Quality division issued the 2nd quarter blind quality control report

Forensic DisciplineCases Completed

in JulyToxicology – BAC 9

Seized Drugs 19

Biology4 (DNA)

5 (screening)Firearms – Blind Verification (BV)

1

Firearms – Blind Quality Control (BQC)

1

Latent Print Processing 3Latent Print Comparison 9

Latent Print - Blind Verification (BV)

1

Multimedia 1

Audits/Disclosures/Corrective Actions

HFSC has had its annual off-site assessment• 0 nonconformances • ANAB will issue final determinationSecond round of internal audits held July 15 to July 19 • Toxicology, seized drugs, firearms and forensic biology

• 0 nonconformances in toxicology• 2 nonconformances in seized drugs• 3 nonconformances in firearms• 6 nonconformances in forensic biology

Discipline Tests in Progress Tests Completed Comments

Seized Drugs 6 - Two tests are being reviewed

Toxicology 0 7

Firearms 2 1

Crime Scene 1 1

Latent Prints 2 4

MultimediaAudio/Video 5 -

Digital 3 -

Forensic Biology 15 19

2019 Proficiency Testing (PT)

2019 Testimony Data

• 42 analysts have testified this year• 38 of 42 have been monitored

• 1 analyst had a non-technical expert monitor him– analyst will be monitored by a technical expert at next testimony or transcript from this testimony will need to be requested

• 3 testified for work done prior to HFSC employment – no monitoring needed

• Transcript Review Project • 3 transcripts reviewed in 2019• 1 transcript in progress• 4 transcripts requested in July

Detailed Data

houston forensic science center, inc. · sandra guerra thompson, anna vasquez, philip hilder,...

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